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Correspondence September 2015

Please carefully read the following information concerning the language training standing offers.

National Capital Region (NCR) (for all regions including the NCR, see part B)

1. Upcoming sessions

The following are the start dates of the next group training sessions:

  • Work stream 1 – Full-time group training in French on the Offeror’s facilities
    • Short program:
      • October 19, 2015 (deadline: October 1, 2015)
    • Long program:
      • November 23, 2015 (deadline: November 6, 2015)
    • Pre-SLE:
      • December 14, 2015 (deadline: November 27, 2015)
  • Work stream 2 – Full-time group training in English on the Offeror’s facilities
    • October 5, 2015 (deadline: September 18, 2015)

Total number of hours of training: You must deduct 7 hours from the total number of training hours for each statutory holiday during the training period.

  • Work streams 3A,  3B, 3C,  3D and 5 – Part-time group training in French and English on the Offeror’s premises:
    • January 4, 2016 (deadline: December 10, 2015)

Total number of hours of training: You must deduct 3 hours from the total number of training hours for each statutory holiday during the training period.

Please be advised that it is the federal institution’s responsibility to consult training schedules in order to find out about the dates of the next sessions and send your call-ups at least 10 business days before the start of training (see additional information at article 12).

2. Work stream 4 (part-time group training in a federal institution)

At all times, federal institutions must contact Public Works and Government Services Canada to obtain the name of the supplier to be used, regardless of the learner’s language level, the call-up value or whether it is for an amendment to an existing call-up.

3. Duration of standing offers

The first option year for standing offers for streams 3C, 3D and 5 will be exercised by September 30 for an additional 12-month period (from October 1, 2015 to September 30, 2016). Please pay special attention to the new rates when amendments to the standing offers come into effect.

4. New information sessions

Information sessions on the use of EN578-093429 standing offers series will be provided, at no cost, on October 14, 2015, at Asticou Centre, 241 Cité-des-Jeunes Blvd., Gatineau, room 1107. We will accept a maximum of 25 participants per session. Seats will be assigned on a first-come, first-served basis. If you are interested in attending one of the sessions, please register at before October 9, 2015.

French session: 9:00 a.m. to 11:00 a.m.
English session: 1:00 p.m. to 3:00 p.m.

All regions including the NCR

5. New Official languages training services website

We are very pleased to advise that PWGSC’s Official languages training services website has been completely revised and simplified. All regions are now represented. Find out how to register your employees for language training. If you use a link in your Favorites, be sure to press “control + F5” to access the most recent version of the website.

6. List of Offerors and hourly rates per learner

Please find attached the latest (August 21, 2015) updated List of Offerors and hourly rates per learner. This list must not be shared with Offerors.

7. New national strategy on language training requirements

We are pleased to announce that the request for information (RFI) setting out the proposed national strategy for language training services is now published on Two questionnaires are attached to the document providing details on the national strategy. One is intended for suppliers and the other is designed for federal institutions. Your participation as standing offer users is essential, as it will help to determine the direction that the Government will take to meet the needs of federal institutions and the industry. Consultations will also be held between September and the closing date of the national strategy.

8. Course preparation time for teaching resources and self-directed learning periods

As you know, according to clause 8.2.2 of Annex A – Statement of Work for full-time group and individual training, the teaching resource must devote one (1) hour to course preparation for every six (6) hours of teaching time, that is, one (1) hour of preparation time per 7-hour day. During that hour, learners must dedicate themselves to self-directed learning activities. These self-directed learning periods are part of the PFL2 and CEWP training programs.

This course preparation time also applies to federal institutions that use block time for part-time individual training (streams 9A, B, C, D and 10), when a teaching resource is requested on a full-time basis at a federal institution. However, in this case, learners do not do self-directed learning activities during their training time; training hours are simply limited to 6 hours/day.

9. Learner progress report

The supplier must provide learners with a progress report (clause 9.2 of Annex A – Statement of Work), for all training streams (part-time and full-time), as indicated in the training for instructors provided by the Canada School of Public Service. If your learner has not obtained a progress report, you may contact the service supplier to obtain a copy.

10. Number of learners per group

We would remind you that it is very important that the minimum and maximum number of learners per group are respected so as not to affect training quality and so that each learner has time to speak during the sessions.


  • Streams 1 and 2:
    • Short program:
      • French course (4 to 6 learners)
      • English course (3 to 6 learners)
    • Long program:
      • French course (4 to 5 learners)
      • English course (3 to 5 learners)
    • Pre-SLE:
      • French course (4 to 6 learners)
      • English course (3 to 6 learners)
  • Streams 3, 4, 5 and 6:
    • French and English course (6 to 8 learners)

Other regions

  • Streams 1, 2 and Pre-SLE:
    • French and English course (2 to 5 learners)
  • Streams 3, 4, 5 and 6:
    • French and English course (4 to 8 learners)

11. Negative feedback against a supplier in the classroom

We would like to inform designated users that learners are not permitted to provide negative feedback in the classroom (during training) concerning services provided by the supplier itself or by a supplier holding another standing offer. We have received a few such complaints from learners and suppliers.

Please follow these procedures when a complaint needs to be addressed (in the order below):

  1. The learner must discuss the complaint with the teaching resource;
  2. If not resolved, the learner must discuss the complaint with the pedagogical advisor responsible for the training and for the teaching resource;
  3. If not resolved, the learner must notify the person responsible for the training within his or her federal institution, who will attempt to resolve the situation with the supplier;
  4. If, despite taking steps 1, 2 and 3 above, the situation is still not resolved, the person responsible for the learner’s training must contact the Technical Authority at the Canada School of Public Service, identified in the standing offer. The Technical Authority will take the appropriate corrective actions with or without PWGSC’s Standing Offer Authority (depending on the severity of the case).

12. Deadline for submitting call-ups

We have noticed that, for the fall sessions, a number of federal institutions failed to comply with the deadline for submitting their call-ups to the offeror. This practice has a major impact on other users (federal institutions) and offerors, who have to redouble their efforts in order to meet the demand. A minimum of 10 business days prior to the start of the training is required for all streams. If this practice, which has become increasingly common and causes considerable frustration on both sides, continues in the winter session, we will have to ask offerors to simply reject any call-ups that are not submitted in accordance with established deadlines.

Federal institutions need to realize that they have to give the offeror enough time to conduct course loading for groups or individuals, find a qualified teacher who meets the requirements of the statement of work (including security requirements, if applicable), find a classroom (for streams where the training takes place in the Offeror’s premises) and to provide the department with the group composition or the training schedule for each learner at least five days prior to the start of classes.

We have also noticed that the call-ups regularly contain errors (improperly completed). Please note that the Offeror has been instructed to send all call-ups that do not meet the requirements of the standing offer back to the federal institution in question. Having your incomplete call-up sent back to you could mean that you lose your spot since call-ups are processed on a “first come, first served” basis; it could also mean that the offeror may no longer be able to provide the services on the training start date originally indicated on the call-up.

Examples have been posted on our website to help you properly complete your call-ups. In addition, a registration form (also available on our website) has been created to help ensure that all the necessary information is provided when issuing the call-up.